Clerks

Substitute Accounts

SPPS substitutes have various roles and access. This page summarizes steps and processes for credentials and access. For additional information about Substitute credentials, click here.

Access to Digital Tools based on Type of Substitute Assignment

Short Term Sub

A building or traveling permanent sub, assigned to a school or group of schools
Possibly multiple days with a single assignment, less than 15 days
Has been assigned SPPS credentials (ie: msylva.toc@spps.org)
Has been provided training on SPPS digital tools

Long Term Sub

15 days or more with a single assignment
Has been assigned SPPS credentials (ie: msylva.toc@spps.org)
Has been provided training on SPPS digital tools

Daily Sub, Temporary Sub

day-to-day assignment, possible multiple days with a single assignment, less than 15 days
Clerks assign a building generic account (ie: estem1.sub@spps.org) for access to Seesaw and Schoology

October 15, 2025

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

**Reminder: Infinite Campus Planned Outage October 16 & 17 (MEA)**

Infinite Campus student and parent portal will be inaccessible on October 16th and 17th (MEA) in order to update several back end databases. Other tools such as Schoology, Seesaw and Clever will not be impacted. This update is required for security and performance of the platform as a whole. Please plan accordingly for any work in Infinite Campus during this time.

Best Practices for Classroom-to-Home Communication

Research shows that clear, consistent and timely communication between teachers and families has a positive impact on student achievement and increases engagement between home and school. This webpage contains tools and tips to help you communicate effectively with your students’ families using SPPS-approved tools.

Requests and Rosters

Requests and Rosters have been turned off. Please use the walk-in scheduler for rostering additions and changes. Schools still needing to bulk roster EL students and wanting to use the Request and Roster Tool can submit a service ticket for temporary access.

Absence Requests in Infinite Campus

The Absence Request feature in Infinite Campus allows families to submit absence requests directly through their Campus Parent Portal account, eliminating the need for them to call the school. This ensures complete information is captured upfront and simplifies data entry for your front office staff.

Action Items:

Activate the Tool: If you haven't already, please submit a service ticket to enable the Campus Parent Absence Request feature for your school and schedule a brief training for front office staff members.
New!! Communicate to Families - translations now available: Use the ready-made resources in our new Family Communication Kit to easily share this new feature with your school community. Families can also be directed to the updated Absence Request section of the Campus Parent Website.

Communication Kit: This kit includes print-ready flyers and detailed directions documents that you can post, distribute at upcoming conferences, or share digitally. All materials are available in English, Spanish, Karen, Hmong, and Somali to support your families.

Call for Secondary Course Proposals - Important Dates

To ensure new courses are approved in a timely fashion for student course registration, now is the time for teachers and schools to consider new offerings that support student achievement. Secondary Educators interested in proposing a new course are strongly encouraged to connect early with their school colleagues, Principals, and district curriculum leads.

Friday, December 12th, 2025 is the deadline to submit a proposal for a new course. Details about the process and resources can be found on the Campus Team’s website.

Thursday, December 19, 2025 is the deadline for District Departments to approve new courses and communicate changes to existing courses with the Campus Team.

Monday, January 12th, 2026 is when the updated 2025-2026 Course Catalog will be available for schools and staff.

This timeline and process provides time for teachers and schools to work with their current students and consider learning opportunities aligned with our shared mission: Think Critically. Pursue Your Dreams. Change the World.

Additionally, this process for communication and collaboration means new courses are equally available during student registration and the curriculum is of the highest quality.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

August 12 2025

Hello Lead Clerks and School Administrators:

Please review the Campus and Schoology updates below. Please forward this email to other clerical staff in your school.

Scheduling Reminders:

Run the Gap Scheduler regularly to find students who need to be scheduled
Use the Missing Student Report 25 26 SY (“How To” Slides) as soon as you know a student is not coming. By the third day of school, students who have never attended must be removed by using the missing student report. Keep in mind that PK/KG and Early Ed Students have a later start date of 9/4.
Elementary Schools - Clerks that still need to roster students for 25-26 that need help with the new Requests and Rosters tool can get support via the Academic Services Support Booking Page between 8/4-8/29.
School schedules must be completed before the Schoology/Clever transfer on Friday, August 15th at 4pm. Additional information was emailed to secondary scheduling teams.
Secondary Schools - Special Schedule Guidance: If your school will be using a special schedule for opening week or another time during the school year, use this document to make sure attendance is accurately recorded.

Back-to-School Forms

Approximately 5600 families have completed their Back to School Forms! Please continue to encourage families to complete their forms by Friday, August 15 to ensure their students receive accurate information transportation the first day of school. Click here for a printable flyer to post in your school’s office.
Families can learn more about Back-to-School forms, and recover/reset their login information by going to spps.org/families and clicking on “Back-to-School Forms”.
In-person family support is available on Thursday, August 14 at Como Senior High School from 4-7 pm. Please encourage your families to attend. Interpreters and technology support will be available.
With staff now back in the school buildings, Families should contact their school for Back to School Forms support. The Family Support Line will turn those calls back to the schools. Schools will support parent/guardians with:
- Clerks can use the “Guardian Password Reset Tool” to assist parents who cannot login. (“How to” Slides)
- Resolving Census issues in Campus (Household setup/update and enrollment questions)
- If a family has already completed their Back to School forms, School Clerks can update contact information, households, and addresses.
- Please submit tickets if you need assistance or have questions about how to make census changes.

Other Reminders:

All Teachers and school staff will be given Campus access to 25-26 on Monday, August 18.
Campus Student and Campus Parent portal will be opened Monday, August 25th for families to view schedules and transportation. Service Tickets are required if schools choose to open the portals on a different day.
Adding Staff to your School:
- NEW to SPPS
  - We will automatically create their Campus account (no ticket needed). New staff can complete this form after they have their Active Directory account created.
- Internal Transfer or Rehire
  - Submit a service ticket only for staff who are moving buildings, rehired, or that you need removed from your dropdown. In your ticket please include their:
    - First and Last Name
    - Employee ID
    - Role
    - Department (if applicable)
    - If you are aware if they’re split between multiple buildings

Campus New Look Tips & Tricks

Updates and Resources:

A Back to School Tech Guide has been created for educators, offering key updates and resources for platforms like Campus, Seesaw, and Schoology, plus important information on Artificial Intelligence in SPPS. Please share this valuable guide with your staff. Many other helpful tech resources for staff can be found on the new Technology Services Staff website here.
A revised Schoology / Campus grade sync website is now available for educators, with video tutorials and information for linked sections and other troubleshooting tips. Administrators: consider allocating time for gradebook sync setup for staff, using the resources on the website.

Schoology Staff Courses and Groups

For schools that previously used a Schoology staff course, a new section has been created for this school year. If your school utilized a Schoology group, it remains active. If you haven’t previously utilized a staff group or course and are interested in setting one up, please submit a Schoology service request.

iPads and Headphone Reminders

iPads and charging carts were delivered to your building on pallets by SPPS Facilities teams the week of July 21. Please ensure the carts are securely stored for use this fall. Review the student and staff iPad handout guides linked here to plan for student/staff iPad handout.
New Apple iPads do not have a 3.5 mm headphone jack. Any current headphones will need a USB-C to 3.5 mm Headphone Jack Adapter ($9 each, available for purchase in eProcurement in the catalog under Technology Services) next year OR new USB-C compatible headphones will need to be purchased.
In SY 25-26 schools will receive an enrollment-based allocation of replacement iPad chargers and blocks from Technology Services. Schools should continue to replace intentionally damaged iPad cases through site-based budgets for the remainder of this school year.

Phone Replacement / Zoom Calling

All school sites that are not currently under construction should have their phone systems swapped out by 8/15. Construction sites will be updated as sites come back online.
Inbound call tree overview slide deck. Check back often as we will continue to update FAQs in this slide deck. Training Videos and handouts are linked here.
“Open office hours” are each Friday at 1:30pm. Follow this link to join the meeting. https://tcsny-net.zoom.us/j/99161951487?pwd=AVVYqdD7ZbGdjjgoiAA9u1jU3bjzrH.1&from=addon
Live online training opportunities will take place 8/27 at 9am and 8/29 at 2:30pm. Watch for emailed invitations to follow.
For specific questions about phones, please submit a Technology Services ticket.

Please forward this email to any other clerks in your building who should know this information as well.

Thank You!

The Campus Team

Staff Support